Water is derived from Alstrom Creek reservoir and is treated. The majority of the City (120 homes and facilities) have complete plumbing and are connected to the piped water and sewer system. Waste heat from the power plant supports the circulating water system. A 1.7-million-gallon sewage lagoon provides waste treatment. Approximately 15 residences haul water and use honeybuckets; the City provides hauling services. 20 new HUD houses were recently connected to the system. A new honeybucket disposal site is under construction. Funds have been requested to repair plumbing in 40 older homes, and to study replacement of the failing 30-year-old water and sewer mains. A washeteria is available nearby at Pitka's Point. The landfill must be relocated.

RUBA Status & Activities This Qtr:

Bethel RUBA staff traveled to St. Mary's this quarter to complete a managment assessment per the community's request. Documentation was received and is on file in the Bethel regional office to support the findings listed below. The City of Saint Mary's has met all of the essential capacity indicators and a majority of the sustainable ones. They are fortunate in having a very well trained stable staff.

RUBA Activities for the Coming Qtr:

The City of Saint Mary's has met all of the essential capacity indicators. Bethel RUBA staff will continue to work with Saint Marys on changing the recommended sustainable indicators to be implemented.

Scores:

Essential Indicators:

27 of
27

Sustainable Indicators:

23 of
27

Total Score:

50 of
54

Finances

Essential Indicators

Answer

Question

Yes

All revenues and expenses for the utility are listed in the utility budget.

Yes

The utility has adopted a balanced realistic budget.

Yes

Monthly financial reports are prepared and submitted to the policy making board.

Yes

The utility is current in paying all water/wastewater electric bills.

Yes

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.

Yes

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

A budget for fiscal year 2008 was submitted for the St. Marys file located in the Bethel regional office. The budget had been enacted by the City of St. Marys council on May 1, 2007. Part of the budget included revenues and expenses for the Freshwater and Wastewater Utility Systems, Solid Waste Collection and Disposal. The budget is balanced and realistic and contains a line item for repairs and maintenance. The utility is current on all water and wastewater electric bills. When it is needed, the City of St. Marys subsidizes the utility services with income from the general fund, specifically from gravel haul services and equipment rental income. The city purchases fuel from Crowley who has a fuel distribution tank farm located in St. Marys. The city orders fuel twice a year, spring and fall. Their last purchase, reflects a purchase of 1,500 gallons of gasoline and 30,000 gallons of heating fuel. The city manager submitted a copy of his last monthly report that was given to the city council. The latest monthly financial reports is on a year-to-date basis. The last report was adjusted to reflect monthly expenditures and a copy for time period ending December, 2007 in on file. The need to make budget amendments are rare due to the fact that the budget is developed based on last years income and revenues. Under ordinance, the city manager is allowed to transfer ten percent of funds between departments without council approval.

Accounting Systems

Essential Indicators

Answer

Question

Yes

The utility has adopted a collection policy and actively follows it.

Yes

The utility bills customers on a regular basis.

Yes

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.

Yes

An accounts payable system is in place.

Yes

The payroll system correctly calculates payroll and keeps records.

Yes

A cash receipt system is in place that records incoming money and how it was spent.

Yes

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators

Answer

Question

Yes

A chart of accounts is used that identifies categories in a reasonable, usable manner.

Yes

Monthly bank reconciliations have been completed for all utility accounts.

Yes

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Accounting Systems Comments

They have a collection policy located in their Code of Ordinances, Sections 2.13.50-2.13.65. A copy of the ordinance is in their file located in the Bethel regional office. A copy of a customer billing was provided which is sent out on a monthly basis. The billing contains a forwarded balance, current billing for water, sewer and garbage collection separated into different line items. Past due sections for current amount due, 30 days, 60 days, 90 days and over 90 days past due are also included in the monthly statement. The city recently transferred their accounting system from American Fundware to QuickBooks Pro. All accounts payable, receivable and payroll transactions are run through QuickBooks Pro. A copy of their chart of accounts was submitted which is actively being used. A copy of a purchase order was submitted which reflects a pre-approval requirement for purchases. And a copy of their procurement policy, Chapter 4.05 was also submitted and placed in their file.

Tax Problems

Essential Indicators

Answer

Question

Yes

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

Yes

The utility is current on filing tax reports.

Yes

The utility is current on making tax deposits.

Yes

If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.

Tax Problems Comments

The City of St. Marys Internal Revenue report reflects a compliance with tax filing requirements, deposits, and no tax liens was located. Copies of previos four quarters 941 reports have been placed in the Bethel regional office file. The next quarterly report is being worked on and will be submitted to IRS when completed.

Personnel System

Essential Indicators

Answer

Question

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.

Yes

The utility has adequate written job descriptions for all positions.

No

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.

Yes

The utility has an adequate written hiring process.

Yes

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.

Yes

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.

Yes

The utility provides training opportunities to staff as needed and available.

Personnel System Comments

The City of St. Marys is covered by Alaska Municipal League Joint Insurance Association, Inc. and their insurance is good through 7-1-2008. Proof of the workers compensation insurance coverage has been placed in their file located in Bethel regional office. The city does have a personnel policy which was done in 1996 and needs to be reviewed and updated. Job descriptions for the following positions have been submitted: Operator, Water and Sewer Utilities and Assistant Operator for the water and sewer services. Copies of Ordinance Chapter 2.05 which stipulates powers, duties and responsibilities of the city clerk and city manager were submitted. Under the personnel policy, job evaluations are to be done informally daily and eventually done in a formal way after successful completion of the probationary period. Additional evaluations are specified but have no timeframe. The city manager has complied with the informal evaluations but has not used written evaluations. The personnel file for the utility worker is complete. The turnover rate for the utility worker is very low, he has worked for the city for approximately ten years. He has many training certificates including Water Distribution Level 4 with an expiration date of 12-31-10.

Organizational Management

Essential Indicators

Answer

Question

Yes

The entity that owns the utility is known; the entity that will operate the utility is set.

Yes

The policy making body is active in policy making of the utility.

Yes

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

Yes

The utility has an adequately trained operator or operators.

Yes

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators

Answer

Question

No

The utility has adopted an organizational chart that reflects the current structure.

Yes

The policy making body meets as required.

Yes

The utility complies with the open meeting act for all meetings.

Organizational Management Comments

The city council is active in policy making for the utility. They are currently reviewing a proposed rate change for utility services. The council meets monthly at which time they hear status and financial reports by the city manager for the utility services. The utility worker has been employed by the City of St. Marys since 1998 and has training certificates as high as level four for water distribution. The city manager and city clerk attended college, and have had accounting courses as well as worked for approximately two years each for the City of St. Marys. They share bookkeeping responsibilities for the city and use QuickBooks Pro for all departments. A copy of Ordinance 2.13 for the Division of Freshwater and Wastewater Utilities System is on file. The city currently has no adopted organizational chart. The city manager submitted a handwritten copy based on language from their ordinance. The city council meets monthly and complies with the open meetings act which is in compliance with their code of ordinances.

Operation of Utility

Essential Indicators

Answer

Question

Yes

The utility operator(s) are actively working towards necessary certification.

Yes

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators

Answer

Question

Yes

The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.

No

The utility has a safety manual and holds safety meetings.

Yes

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.

Yes

The utility is operating at the level of service that was proposed.

Yes

The operator provides status reports to the manager on a routine basis.

Yes

The utility has completed and distributed its "Consumer Confidence Report".

No

The utility is not on the "Significant Non-Complier" (SNC) list.

Yes

The utility maintains an inventory control list.

Yes

The utility maintains a critical spare parts list.

Operation of Utility Comments

The Utility Worker has many training certificates including Water Distribution Level 4 with an expiration date of 12/31/10. An inventory control list dated 1/24/08 and task description for the water and sewer system for 2007 and 2008 was submitted. It was not clear whether or not safety meetings had been held. According to January, 2008 Significant Non-complier List, St. Mary's was on the list for a 2007 violation. They should return to compliance within three to six month. The latest Consumer Confidence Report and critical spare parts list are on file in the Bethel regional office.